Executive Assistant

Job Profile Summary

Under limited supervision, the Executive Assistant will provide a range of support activities for a department, which requires specialized knowledge and comprehensive administrative, organizational and operational skills.

Employees in this classification are responsible for participating in operational planning and coordinating the development and administration of departmental operating policies and procedures.

Duties include performing day-to-day operations of answering phones, assisting visitors, preparing departmental requisitions, disbursements and purchase orders, communicating with outside vendors, creating and preparing correspondence, scheduling meetings, providing assistance with project planning and research, preparing travel arrangements, and processing payroll.

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295. Certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in the employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

Applicants claiming preference are responsible for providing required documentation at the time of submitting application.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

Minimum Education:

• Associate's Degree required. Bachelor's Degree preferred.
• An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

• Five years of administrative, office, or related experience required.
• Prior light bookkeeping and office management experience desirable; administrative support experience preferred.
• Excellent organization and administrative skills required.
• Must have the ability to communicate accurate information to vendors and relate with a highly skilled staff. The ability to multi-task is essential.
• Knowledge of basic bookkeeping principles and office management best practices preferred.

Essential Functions:

• Daily – 30%: Oversees and/or performs a range administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Daily - 20%: Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Daily – 10%: Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Daily - 10%: Responds to inquiries requiring a general understanding of work-area policies and procedures. Ensures inquiries are addressed and resolved in a timely manner.
• Daily – 5%: Sorts and distributes mail and materials within own or local offices. Distributes all incoming deliveries from UPS, FedEx, Interoffice, or any similarly delivered packages.
• Daily – 10%: Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
• Daily – 5%: Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Daily – 5%: Schedules complex appointments, meetings, and travel arrangements working with multiple calendars and constituents.
• Other – 5%: Performs other related duties as required.

Knowledge, Skills and Abilities:

• Trains and coordinates work of lower-level, office support staff, student employees, and/or temporary staff
• Ability to multi-task and oversee multiple initiatives and projects for the department/unit
• Advanced computer software skills required. Easily navigates the Internet; performs searches
• Requires general understanding of own work and how it impacts operations outside own work unit.
• Ability to recognize needs of unit and how it impacts other areas at College and understand own role relative to all areas.
• Excellent interpersonal and communication skills in order to represent the work area and the larger Broward community
• Knowledge of Microsoft Office products required.

Our Culture – At Broward College, our leaders embody a culture of competence, care, character, composure, and courage. We prioritize serving each other and our students through high-quality guidance, mutual respect, resilience, and fair, thoughtful decision-making, all while upholding the values of integrity, transparency, and honesty.

Broward College offers an exceptional benefits package, including, but not limited to:

• Affordable High Quality Healthcare Insurance (Medical, Dental & Vision)
• Retirement Options – Florida Retirement System (FRS) Pension Plan or the FRS Investment Plan
• Wellness Program
• Vacation/Paid Time Off
• Winter and Spring Break Off
• Paid Parental Leave
• Tuition Assistance and Tuition Reimbursement are available to employees and family members

Job Title

Executive Assistant

Position Number

P0005402

Job Status

Full time Regular

Department

North Health Science Nursing

Location

North Campus

Pay Grade

414

Salary

41,262.00-47,451.00 (Hourly Rate Commensurate with Education and Experience)

Work Shift

First Shift

Work Schedule

Monday-Friday/Weekends/Varies

Hours Per Week

40

Posting End Date

Open Until Filled

Comments

To be considered for this position, a completed online employment application form along with a resume and unofficial transcript are required.

Designated Essential Personnel

No

FLSA Status

Non-Exempt

Position Classification

Professional Technical Staff (PTS)

Special Instructions to Applicant:

For positions requiring a degree, the official transcripts are required upon hire. An unofficial copy of the degree/transcript is acceptable during the application process and must be attached to the online application. If unable to attach the documentation, please email document to jobs@broward.edu or fax to 954-201-7612, stating clearly the position name(s) and position number(s) the transcript is to be attached to.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline. All required documentation must be received on or before the job posting end date.

**Please note that multiple documents can be uploaded in the “Resume/CV/Transcript/License/Certification” section of the application**

Please refer to link with the instructions on how to submit an application with multiple documents. https://www.broward.edu/jobs/_docs/tutorial_external_applicant_broward_college.pdf.

Employment is contingent upon successful completion of the required background screening process.

Broward College uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 Form and provide documentation of your identity for employment purposes.

Broward College is an equal opportunity employer and strongly encourages applications from eligible veterans and spouses of veterans, underrepresented groups, including minorities, women, and persons with disabilities. The College does not discriminate on the basis of age, color, disability, gender identity, genetic information, national origin, race, religion, sexual orientation or any other legally protected classification. For inquiries regarding Title IX and the college’s non-discrimination policies, contact the Vice President for Talent and Culture at 954-201-7449, Broward College, 6400 NW 6th Way, Fort Lauderdale, FL 33309. Applicants needing a reasonable accommodation with the application process, please contact the Talent and Culture Department at nanders1@broward.edu.

Disclaimer

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted of describe all the specific duties and responsibilities that may be required in any particular position. Directly related education/experience beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Broward College reserves the right to revise or change job duties, job hours, and responsibilities.